Job Description Personal Assistant to Director

Role: Personal Assistant to Director
Department: Administration / Management
Location: Campus
Reporting To: Director

Job Summary

We are looking for a highly organised and proactive Personal Assistant to the Director to provide comprehensive administrative and coordination support. The role will primarily involve managing the Director’s calendar, scheduling and coordinating meetings, handling incoming and outgoing correspondence, maintaining important documents, and ensuring timely follow-up on key matters.

The ideal candidate should have excellent organisational skills, robust communication abilities, attention to detail, and the ability to handle confidential information professionally.

Key Responsibilities

1. Calendar & Meeting Management
- Manage and maintain the Director’s daily and weekly calendar.
- Schedule, reschedule, and coordinate meetings based on the Director’s priorities and availability.
- Coordinate with internal teams, university representatives, vendors, government officials,



and other external stakeholders for meetings.
- Ensure the Director has the required information, documents, and context before each meeting.
- Send meeting invites, reminders, and relevant documents in advance.
- Track important commitments and appointments to avoid scheduling conflicts.

2. Incoming & Outgoing Correspondence
- Manage all inward and outward letters, official communications, notices, and documents addressed to or issued by the Director.
- Maintain a systematic record of incoming and outgoing correspondence.
- Ensure important letters and documents are routed to the appropriate department/person for necessary action.
- Track responses and follow-ups required for important communications.
- Draft basic official correspondence, letters, acknowledgements, and communication on behalf of the Director as required.

3. Document Management
- Maintain and organise important documents, files, reports, agreements, lette

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